Business letter sample

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A detailed ppt on suggested format as also a sample of a business letter ; prepared by students of PGDM 2012-14 batch, Era Business School, New Delhi

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Business letter sample

  1. 1. BUSINESS LETTER PRESENTED BY : RENU KAUSHAL R.AISHWARYA RAO COL AJAY K RAINA, SM NAVDEEP DAHIYA MANOJ KAJLA AKHILESH MISHRA
  2. 2. Era Business School, New Delhi A business letter is a letter written in formal language, usually between two or more business organisations, or for correspondence between such organisations and their customers, clients and other external parties.  It is a written communication that begins with a salutation, ends with a signature and whose contents are professional in nature.  Historically, business letters were sent via postal mail or courier. Although the internet is rapidly changing the way business letters travel yet the basic essence and professional tones continue to live.  AJ/ Ajay K Raina PGDM 2012-14 WHAT IS A BUSINESS LETTER?
  3. 3. AJ/ Ajay K Raina PGDM 2012-14 SOME ESSENTIALS OF BUSINESS LETTERS Era Business School, New Delhi Business letters can be informational, persuasive, motivational, or promotional.  The most important element of writing a good letter is writer’s ability to identify and write to his/her audience.  The objective must be expressed in a clear and concise manner.  It is a must to retain professional tone. Avoid rude language, threats and too much of information overload.  Business letters should be typed and printed out on standard 8.5" x 11" white paper. 
  4. 4. AJ/ Ajay K Raina PGDM 2012-14 TYPES OF BUSINESS LETTERS: EXAMPLES Era Business School, New Delhi Sales Letters  Order Letters  Claim Letters  Customer Relationship Letters  Inquiry Letters  Follow-up Letters  Letters Of Recommendation  Acknowledgment Letters  Cover Letters  Letters Of Resignation 
  5. 5. B2B scenario.  Potential buyer to possible seller.  First communication in response to a sales letter.  Letterhead/ top.  Recipient’s address, date and subject.  Main body including salutations, signature block and supernumeraries.  Era Business School, New Delhi Note: The letter is split into various parts, as under, for the ease of presentation and assimilation:- AJ/ Ajay K Raina PGDM 2012-14 CORPORATE SITUATION
  6. 6. Footloose Adventures C-09, Connaught Circle, New Delhi – 02 (India) AJ/ Ajay K Raina PGDM 2012-14 THE LETTER HEAD Tel: +91-11-2234455, 2244335 Fax: +91-11-2255443 email : gminnovations@FootLooseAdventures.com Era Business School, New Delhi Website: www.FootLooseAdventures.com
  7. 7. Mr Joldan Rigzin GM (Sales) Monte Carlo Pvt Ltd 7th Cross, Coffee Board Layout Bangluru (Karnatka) – 09 Subject: Supply of Climbing Rope 7.5mm/ 2500lbs Era Business School, New Delhi Date : April 07, 2013 AJ/ Ajay K Raina PGDM 2012-14 RECEPIENT’S ADDRESS ETC
  8. 8. Dear Sir, Greetings! AJ/ Ajay K Raina PGDM 2012-14 MAIN BODY Sincerely, (Rajiv Rathore) GM (Innovations) Encl: A copy of QR (technical) CC: CEO’s Secretariat Era Business School, New Delhi I am Rajiv Rathore, GM (Innovations) at Footloose Adventures. We are in receipt of your letter No xyz123 of April 02, 2013. Having studied your offer in detail and having worked out our requirements for the upcoming climbing season, we intend placing an order of approximately 100 units of Climbing Rope 7.5mm/2500lbs. As you would appreciate, our business revolves around certain activities wherein there is absolutely no scope for error or oversights. Just to be fully assured, therefore, we would request you to send us some samples that can replicate the actual quality. We intend utilising the same as quality benchmark for agreement to buy should such samples meet our requirements as also the expectations. We would appreciate if the samples could be delivered to us anytime but not later than April 25. You are also requested to enlighten us about the technical specifications, in writing. It is understood that samples will be returned in case orders are not placed.
  9. 9. Footloose Adventures Tel: +91-11-2234455, 2244335 Fax: +91-11-2255443 Website: www.FootLooseAdventures.com email : gminnovations@FootLooseAdventures.com Mr Joldan Rigzin GM (Sales) 7th Cross, Coffee Board Layout Bangluru (Karnatka) – 09 Date : April 07, 2013 Subject: Supply of Climbing Rope 7.5mm/ 2500lbs Dear Sir, Greetings! I am Rajiv Rathore, GM (Innovations) at Footloose Adventures. We are in receipt of your letter No xyz123 of April 02, 2013. Having studied your offer in detail and having worked out our requirements for the upcoming climbing season, we intend placing an order of approximately 100 units of Climbing Rope 7.5mm/2500lbs. As you would appreciate, our business revolves around certain activities wherein there is absolutely no scope for error or oversights. Just to be fully assured, therefore, we would request you to send us some samples that can replicate the actual quality. We intend utilising the same as quality benchmark for agreement to buy should such samples meet our requirements as also the expectations. We would appreciate if the samples could be delivered to us anytime but not later than April 25. You are also requested to enlighten us about the technical specifications, in writing. It is understood that samples will be returned in case orders are not placed. Sincerely, (Rajiv Rathore) GM (Innovations) Encl: A copy of QR (technical) CC: CEO’s Secretariat Era Business School, New Delhi THE FINAL PRODUCT: POST MERGER Monte Carlo Pvt Ltd AJ/ Ajay K Raina PGDM 2012-14 C-09, Connaught Circle, New Delhi – 02 (India)
  10. 10. AJ/ Ajay K Raina PGDM 2012-14 Era Business School, New Delhi

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